Purpose
1. Automate the entire scheduling and rostering process for instructors and lifeguards to remove manual shift planning, reduce double-bookings, and ensure coverage for all aquatic centre sessions.
2. Automating approvals, notifications, attendance tracking, shift changes, leave management, compliance with certifications, and last-minute replacements.
3. Automation ensures every class and aquatic activity is safely staffed while optimizing workforce efficiency and increasing compliance with labour regulations.
4. Automator manages recurring rosters, notifies staff and managers, syncs with external HR/payroll, and automates handling of time-off requests within scheduling logic.
Trigger Conditions
1. New bookings or changes to aquatic event/session schedules.
2. Availability updates or time-off requests submitted by instructors or lifeguards.
3. Approaching shift start times or missed check-ins.
4. Compliance shortfalls detected (expired certifications, breaks, maximum shift duration reached).
5. Changes in staff profiles, skills, or roles in HRMS.
6. Emergency fill-in requests or staff substitution needs.
7. Roster approval or rejection by management.
Platform Variants
1. Microsoft Excel Online
• Feature/Setting: Automate roster updates with Power Automate Flow; sample: auto-fill columns on session booking.
2. Google Sheets
• Feature/Setting: Automate row insertions or conditional formatting via Google Apps Script; trigger on form submission.
3. Deputy
• API Function: Automate shift creation and notification using Deputy API’s ‘CreateShift’ endpoint.
4. Xero
• API Function: Automate payroll sync with 'timesheet.submit' API when roster finalises.
5. BambooHR
• API Function: Automate pulling staff availability and leave via 'GET /time_off/requests' endpoint.
6. Twilio SMS
• Feature/Setting: Automate SMS notifications to rostered staff using Twilio’s ‘messages.create’ API.
7. Slack
• Feature/Setting: Automate sending roster announcements through 'chat.postMessage' method.
8. WhatsApp Business API
• Feature/Setting: Automate shift reminders using 'messages' endpoint for template notifications.
9. Outlook Calendar
• API Function: Automate creation/deletion of events for shifts via Microsoft Graph’s 'Create event' endpoint.
10. Google Calendar
• Feature/Setting: Automate event creation for booked/updated shifts via Calendar API ‘events.insert’ function.
11. DocuSign
• Feature/Setting: Automate contract signature for new hires using 'Envelopes: createAndSendEnvelope' API.
12. Zoom
• Feature/Setting: Automate meeting invites for rostered virtual trainings via 'Create Meeting' API.
13. Zapier
• Feature/Setting: Automate roster-triggered workflows with 'Zap' linking scheduling to comms tools.
14. Airtable
• Feature/Setting: Automate filtered shift views and notifications using Airtable Automations on table changes.
15. Monday.com
• Feature/Setting: Automate workflow notifications upon new roster item creation using Monday’s automations.
16. Salesforce
• API Function: Automate updating contact or role assignments with REST API on roster modifications.
17. Freshdesk
• Feature/Setting: Automate creating support tickets for unfilled shifts or roster issues via 'Create Ticket' API.
18. HubSpot
• Feature/Setting: Automate contact property updates for rostered instructors with 'Contacts API'.
19. Asana
• Feature/Setting: Automate task assignment for shift-preparation based on rosters using Asana’s ‘tasks.create’ API.
20. Zoho People
• API Function: Automate fetching certifications or availability via 'GetRecords' API for roster validation.
21. Gusto
• API Function: Automate payslip generation or shift confirmation with 'create payroll' endpoint when roster locked.
22. Outlook Mail
• Feature/Setting: Automate email invitations and roster confirmations with Microsoft Graph API ‘sendMail’.
23. Zendesk
• Feature/Setting: Automate ticket creation for absence reporting or roster discrepancies using 'tickets.create' API.
24. Trello
• Feature/Setting: Automate card creation per shift or instructor change using Trello ‘addCard’ endpoint.
Benefits
1. Automate error-prone manual scheduling to produce flawless, compliance-checked rosters every time.
2. Automated notifications drastically reduce no-shows through timely reminders and confirmations.
3. Automating leave requests and emergency fills ensures uninterrupted coverage and faster resolution.
4. Synchronize and automate payroll, HR, and compliance to cut admin time and eliminate data re-entry.
5. Automate reporting and analytics for instant insight into attendance, roster gaps, or overtime trends.
6. Reduce scheduling conflicts and maximize staff satisfaction with automated fair-shifting and preference handling.
7. Save resources and ensure safety by automating assignment of only appropriately certified/available staff.
Scheduling & Booking